16–19 AUGUST 2021 » NRG PARK » HOUSTON, TEXAS, USA

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Exhibitor Resources

Exhibitor Resources

Exhibitor Resources




IMPORTANT DATES & DEADLINES

Exhibitor Registration - Now Live!
26 April 2021 -
 100% Payment Due
5 July 2021 -3rd Party Contractor (EAC) Agreement Due
23 July 2021 - Multi- Level Booth Notification Form Due
1 August 2021 - Last day to submit registration requests by mail or fax (not online)
24 September 2021 - Contracts Due to Reserve Booth Space at 2022 OTC
27 September 2021 - Space Assignments to Begin for 2022 OTC 
 

CONTACT US QUICK LINKS
Email OTC Exhibit Management Avoid Event Scams!
Email Housing and Registration (Maritz/Experient) Event Code of Conduct
Ph: 864.342.6315 Health and Safety
Email General Contractor/Booth Services (Freeman) Manage Your Account
Ph: 888-508-5054 Terms and Conditions
  Exhibition Floorplan
  Exhibition Schedule

 

EXHIBITION FLOOR ACCESS ON SHOW DAYS

EXHIBITORS MAY ACCESS THE EXHIBIT FLOOR AT 8:00 A.M. WITH THEIR OFFICIAL CONFERENCE BADGE - (TUESDAY - THURSDAY)

 

Please Note: We collect and share personal information that you provide to us in order to communicate with, and provide information and services to, you regarding the event.  We have a legitimate interest in processing your personal information for these reasons.  For more information, please see our privacy policy.
 

Virtual Exhibitors

WHO WILL RECEIVE A VIRTUAL BOOTH?
Each exhibiting company (with an IN PERSON booth will receive a complimentary VIRTUAL booth. If an exhibitor is not participating in the IN PERSON event, they have the option to purchase a VIRTUAL booth for USD 4000. If you are not an IN PERSON exhibitor and would like to purchase a VIRTUAL booth, please reach out to your sales representative for assistance:

Jason Plotkin (A-L)
Kirk Colligan (M-Z)

OVERVIEW
Our virtual booth processes consist of two separate platforms used for very different functions (Lennd and OEP)

  • The LENND platform is to be used/accessed only by the primary administrator on your account. This platform is used for building your virtual presence and uploading pdf documents to be presented in your virtual booth space.
  • The OEP platform is to be used for booth staff, networking, meetings, etc., and can be accessed by the administrator and any other staff member that would like to attend the event virtually. 

 

ACCESS THE LENND PLATFORM - (to build your account/upload documents)

  • Click Here to get started. You will use your email address and create a password when logging in. 
  • If for any reason your company is not found in Lennd, please email the Exhibits team and we will be happy to assist.
  • If a team member needs to be added to Lennd to assist in building the virtual booth, please email the Exhibits team with this request. Your request should include the team member's full name and email address. 

 

 

ACCESS THE OEP PLATFORM  - (to participate in the event, network, attend meetings, etc.)

  • Click here to access the virtual platform. 
  • For additional staff to be added to access this platform, they must go through the registration process. Click here to get started.
  • Does my virtual booth need to be staffed at all times?
    Your booth will not need to be staffed at all times. You can use our Exhibition Schedule as a 'guide'. We do recommend that you have 'booth' coverage during the lunch hour as attendees may use this time to visit the virtual exhibition.
  • Will I be able to obtain a list of leads from OTC?
    Once the show is over, exhibitors will receive a list of leads from the virtual show.
  • Can I invite Guests?
    Yes! Guest Invites are available for purchase, (USD 50 each), for both in person and virtual exhibitors. To purchase Guest Invites, log into your account and click    on the button titled, 'Hotel, Registration, Guest Invites' and simply follow the instructions. 


ADDITIONAL RESOURCES
Best Practices
Networking Guide 

Video Walkthrough DEMO of the OEP Platform
 

For Additional Assistance with the Virtual Platform, please email Digital Exhibitor Support.



 

Exhibition Schedule (Including Move-In & Move-Out Details)

**EXHIBITORS MAY ACCESS THE EXHIBIT FLOOR AT 8:00 A.M. WITH THEIR OFFICIAL CONFERENCE BADGE - (TUESDAY - THURSDAY)**


CLICK HERE TO SEE THE "IN PERSON" EXHIBITION SCHEDULE OF EVENTS (Including Move In & Move Out Details) 

NRG PARK IS CLOSED TO ALL EXHIBITORS ON SUNDAY, 15 AUGUST.

TARGET MOVE-IN 

General Move in begins Tuesday 10 August 2021
For booths:
800 Square Feet or Larger – Tuesday 10 August 2021 
400 Square Feet to 799 Square Feet - Wednesday 11 August 2021
200 Square Feet to 399 Square Feet  - Thursday 12 August 2021
100 Square Feet to 199 Square Feet - Friday 13 August 2021

All exhibits must be full installed by Saturday 14 August by 5 p.m. (1700 hours).

If you are unable to move in on your assigned move in date, please email Freeman to make special arrangements.

SPECIAL RULES - MOVE IN & MOVE OUT:

  • No one under the age of 15 on the show floor on show days.
  • Anyone accessing the show floor must have an official show badge.
  • Exhibitors may access the show floor early on show days. See the official Exhibition Schedule for specific hours.
  • No open-toed shoes during move in or move out.
  • No one under the age of 18 on the show floor during move-in or move out.
  • POV’s – Someone must remain with the vehicle at all times while at the loading dock.
  • Anyone requiring access to the show floor must have an official show badge or a wristband.
  • If bringing oversized/large equipment, please notify show management at otc.events@otcnet.org so that special arrangements can be made to allow access for transport to your booth space.

LATE MOVE-IN

If you will NOT begin set-up until Saturday, 14 August after NOON, you MUST notify Show Management via the Late Set-Up Notification form

Please be sure to pre-order any services you may need ahead of time in order to avoid delays on-site such as furniture, electricity, and carpet. Exhibitors who have not notified show management of late arrival, and carpet has not been ordered, the exhibitor will be assumed a no-show and carpet will be forced at the exhibitor's expense and space will be resold.

POV MOVE-IN

Privately Owned Vehicles (POV) are defined as cars, pick-up trucks, vans, small tow trailers, and other trucks less than 12 feet. If you will be delivering your booth items by way of POV, please refer to the document below that correlates with the area your booth is located. 

NRG Center Exhibitors (PDF) 
NRG Parkway Exhibitors (PDF) 

MARSHALLING YARD

View Map to Marshalling Yard

ARRIVALS IN A STRAIGHT TRUCK/BOBTAIL TRUCK, CONTRACT CARRIERS, AND TRUCKS OVER 12 FEET
Must check-in at the Freeman Marshalling Yard.

DISMANTLE SCHEDULE


 

 

Booth Activity Notification Form (Market your Booth Activities and Special Booth Events at OTC)    

Let OTC Market your Booth Event FREE OF CHARGE


If you are planning any special activities in your booth (such as a product unveiling, in-booth education, demo’s, happy hour, etc.),  complete the Booth Activity Notification Form to let us know.

Your activity will be marketed to attendees using a special 'Exhibitor Activities' page on the show website, in the show app, and in the show program - FREE OF CHARGE! 
 

Housing and Registration

**EXHIBITORS MAY ACCESS THE EXHIBIT FLOOR AT 8:00 A.M. WITH THEIR OFFICIAL CONFERENCE BADGE - (TUESDAY - THURSDAY)**

REGISTER TODAY
Log in to your exhibitor dashboard to register your booth staff & third party contractors. When you register, you are registering for onsite access AND access to the virtual platform.

Exhibitor Registration Information (pdf)

The official housing partner for OTC is Maritz/Experient. Please do not accept housing solicitations from any other company stating they are associated with OTC.

Any staff needing access to the exhibit floor on show days, (including booth staff and third party contractors), must be registered for and wearing and exhibitor badge.

Each exhibiting company receives five complimentary Exhibitor Registrations per 100 square feet of booth space purchased for the purpose of registering booth personnel and any third party contractors.

Housing

For Housing and Travel Information, please click here.

 

Parking

Parking passes can be purchased through NRG Park. Click here to get started.

Rules and Regulations/Booth Specifications

DOWNLOAD THE FULL OTC RULES AND REGULATIONS 

DOWNLOAD BOOTH SPECIFICATIONS

Please Note: Failure to abide by these regulations can/will result in the loss of Priority Points.

The exhibition halls are not carpeted, therefore, flooring is not mandatory for 2021.

Electricity, furniture, and trashcans are NOT included with your booth space purchase and should be ordered separately. 

NRG Center Details

  • No Aisle Carpet
  • Trash cans are not provided and will need to be purchased.
    Linear booths will be set up with 8ft. drapes on the back and both sides of the booth space. (Subject to change prior to show dates)
  • Booth vacuuming (each morning prior to show opening) is included. Any additional cleanings can be purchased at an additional charge.

Outdoor Details

  • Space only - tents, cooling and drainage units can be purchased if desired.

MULTI-LEVEL BOOTH NOTIFICATION FORM

TENTS AND OTHER MEMBRANE STRUCTURES

SPECIAL EVENT INSURANCE 

OTC does require each exhibitor to have insurance, however, we do NOT require proof of insurance. If you do not currently have insurance coverage, we recommend reaching out to RainProtection Insurance. Click here for additional information.

THIRD PARTY CONTRACTORS

If you will be hire a contractor to install and/or dismantle your booth, please see the Exhibitor Appointed Contractor (EAC) Details section in the accordion below. 

Update Your Online Exhibitor Profile / Add Co-Exhibitors

COMPANY PROFILE

Your exhibitor profile is an attendee's first impression of your company. Update your listing by logging into your Exhibitor Dashboard.

Once you are signed in, click "Company Profile" to complete your listing. To preview your listing, find your company in the Exhibitor Search. While logged into your Dashboard, please make sure each section (each blue button) is updated with current information.

Special Note: The Administrative Contact is the contact listed on your booth space contract. This contact is not 'front facing' and will be seen only by OTC staff. All exhibit related communications will be sent to this contact.

PROFILE UPGRADES

Upgrade options are available through Expocad. To view profile upgrade options, please log into your Dashboard

ADD CO-EXHIBITORS

The following may be added to your account as co-exhibitors:

  • Sister Company
  • Parent Company
  • Division
  • Manufacturing/Distributing Company
  • Joint Venture
     

Co-exhibitors will default to a basic listing consisting of:

  • Company Name, Address, and Booth Number
  • Website URL
  • Company Online Profile (350 character limit)
  • Six Product Categories
  • Three Press Releases
  • Three Digital Product Showcase

To add a co-exhibitor, please complete and submit the Co-Exhibitor Notification form below. Within the form, you will be able to enter co-exhibitor information and select what type of program listing you wish for them to have (basic or upgraded).

Submit a Co-Exhibitor Notification Form 

Third Party Contractors (EACs)

Exhibitors:
Exhibitors are no longer required to submit paperwork or payment for appointing a contractor. We do recommend that you review the information below and that you follow up with your contractor to ensure all steps have been taken by the posted deadlines.

Contractors:
If you have been hired to build/design booth space at this event, it is mandatory that you:

  • Complete and submit the EAC Agreement by 5 July 2021. 
  • Provide Proof of Insurance - Mandatory

If you need to add additional companies at a later date, please visit this section and submit another request via the online form. Please do not email requests for these additions directly to our email inbox.

EACs needing access to the show floor during show days will need to be registered and badged. Please contact the exhibiting company so they can register your staff using their complimentary registrations.

EACs only needing access to the show floor during set-up and tear-down will not need to be badged. These employees will need to check in at the freight door each morning to obtain a colored wristband. They will be required to provide government-issued photo ID’s.

Please note–failure to follow the aforementioned processes will result in a delay or denial of access to the show floor.

Official Contractor:
General Contractor is our Official Show Decorator and is exempt from the above.

Exclusive Contractors:
For insurance and safety reasons, Exclusive Contractors designated in the Official Exhibitor Services Manual MUST be used for services such as:

  • Catering
  • Electrical
  • Rigging
  • Plumbing
  • Drayage/Forklift Operations
  • Telecommunications

Please contact otc.events@otcnet.org  with any questions. We appreciate your cooperation!

 

 

Order Forms, Shipping Information, Full Exhibitor Kit

The NRG Center Exhibit Hall is not carpeted, therefore, ordering your flooring or bringing your own flooring is optional
Electricity & furniture are NOT included with your booth space purchase and should be ordered separately. Please see the drop downs below for ordering information.

NRG Center:

  • Aisles will not be carpeted.
  • Trashcans are not included and must be purchased separately.
  • Carpet/floor covering (if ordering or bringing)  must encompass the entire footprint of the exhibit space.
  • Complimentary booth vacuuming is included each morning prior to show opening.
  • 10x10 booths will be set with an 8' high color back drape, a 3' high side drape (subject to change prior to show dates), and a 7"x44" one-line identification sign.

Parkway:

  • Booth space only - tents, cooling units and drainage units can be purchased separately.

 

SERVICE PROVIDERS -
* Denotes Exclusive Providers.
For these services, only these particular providers may be used.
**Denotes Preferred Providers. 

Audio/Visual & Computer Rentals (Freeman)**
Booth Cleaning - (NRG)*
Carpet/Flooring - Freeman**
Catering - (Aramark)*
Electrical - (NRG)*
Exhibitor Insurance - (Rainprotection)** Exhibitors are required to have insurance coverage, but are not required to show proof of coverage.
Furniture - (Freeman)**
Internet - (Smart City)*
Models (Pdf) - (Neal Hamil)**
Parking (NRG)*
Photography/Video (Pdf) - (Corporate Event Images)**
Online Order Form

Plants  (Pdf) (Convention Plant Creations)*
Plumbing - (NRG)*
Security - (NRG)*
Shipping & Freight Handling (Domestic & International) - See full ESM linked below - (Freeman)**
Special Transportation - (CMAC)

For additional services and order forms, please see the full ESM linked below.


QUICK FACTS 
FULL FREEMAN EXHIBITOR SERVICES MANUAL (ESM)

Lead Retrieval

Lead retrieval units can be rented through Maritz/Experient. Click here to get started!

Guest Invites

Invite Guests and Customers

NEW THIS YEAR -  All Guest Invites for 2021 OTC must be PRE-PURCHASED

Guest Invites are available for purchase, (USD 50 each), for both in person and virtual exhibitors. To purchase Guest Invites, log into your account and click on the button titled, 'Hotel, Registration, Guest Invites' and simply follow the instructions. 

 These will not be accepted for booth staff or third party contractors (EACs). **Please note, purchased passes are non-refundable**

If you have any questions about this program, please contact our OTC Registration Team.

 

Market your Exhibit (Downloadable Banners/Logos and Social Media Toolkit)

Download and use the OTC logo and your booth number in your advertisements and promotional materials to direct your audience to visit your booth at OTC. Be sure to review the OTC Logo Policy and the OTC Website Links Policy. We encourage exhibitors and sponsors to use the appropriate event artwork to promote their participation in the conference. Download Web Banners below.  

120x600 (example)
120X600

336x280 (example)
336x280

160X600 (example)
160x600

728x90 (example)
728x90
300x250 (example)
300x250
Social Media:
1600x800 (example)
1600x800

 

Social Media Toolkit
This toolkit contains key elements for overall posting. Additionally, there are sample messages crafted uniquely to each social media platform that you are welcome to share/customize.

Download the Social Media Toolkit

 

QUESTIONS? CONTACT YOUR SALES REPRESENTATIVE DIRECTLY

Jason Plotkin  (Companies A, C, and F-O) 
Sales Manager
Tel: +1.713.457.6877

Kirk Colligan  (Companies B, D, E, and P-Z)
Sales Manager
Tel: +1.972.952.9516

CONTACT US

OTC Exhibit Management

Maritz Housing and Registration
Tel: +1.864.342.6315

Freeman Exhibitor Services  (General Contractor)
Tel: +1.888.508.5054

WITH THANKS TO OUR SPONSORS

OUR 2021 SPONSORS